Frequently Asked Questions

Document scanning is the process of converting your paper documents into digital files using specialist document scanners. These digital documents can then be placed in secure document management systems that allow you to access, share, save & save your documents more securely and in line with GDPR compliance.

There are many benefits to scanning your documents, including space saving by eliminating bulky filing cabinets, improved accessibility to find documents instantly, enhanced security with user access control, reduced disaster risk through cloud backup, boosted productivity via streamlined workflows, and a greener, more sustainable environment.

Plan2Scan mobilises a wide range of high-performance scanning to capture all document types including business documentation (client files, contracts, receipts, invoices), legal documentation, medical records, architectural plans, photos and negatives, and books and bound materials.

Plan2Scan offers secure document destruction, cross shredding, and pulping with a certificate of destruction, or documents can be completely re-constituted and returned to you. No documents are sent for destruction without written sign-off from you, and secure document storage is also available.

Yes, document scanning is secure through confidential collection, tracked chains of custody, GDPR-compliant handling, user access control, and secure digital storage mechanisms that protect your confidential information.

Documents can be provided in standard digital formats, including high-resolution PDF or text-searchable PDFs using Optical Character Recognition (OCR) technology depending on your specific requirements.

Costs are structured transparently based on actual scanned image volumes, document preparation time, indexing requirements, collection logistics, and optional OCR processing, with a free itemized quotation provided before digitization begins.

Project turnaround times depend entirely on the volume and type of your documents. Plan2Scan provides estimated timelines during the initial quoting process based on your specific archiving needs.

No preparation is required on your end. Plan2Scan has a dedicated preparation team that handles the removal of staples, paperclips, and foreign objects, repairs any torn documents, and ensures data is fully protected.

Fragile or delicate documents identified during sorting are routed to an imaging team for careful manual capture under specialized photo scanners, completely removing standard tear risks.

You can provide Plan2Scan with counts of your filing cabinets, archive boxes, or lever arch files, and they will calculate an estimated image count (noting that a standard archive box holds roughly 2,200 images).

Plan2Scan can provide free over-the-phone guidance regarding document retention, working closely with governmental regulatory bodies to help you navigate compliance.

Yes, Plan2Scan provides an emergency retrieval support line, aiming to supply requested files within 4 hours depending on the volumes involved.

Yes, documents can be scanned and made text searchable using Optical Character Recognition (OCR) technology, which converts image text into electronically searchable digital formats.

Invoices clearly separate charges for scanned images (based on exact scanned volumes), document preparation hours, file indexing, collection logistics, and optional OCR processing.

Yes, through a la carte pricing where you only pay for needed services, clear advance communications regarding project requirements, and detailed upfront quotations outlining all associated fees.